HomeMy WebLinkAbout11-02-20 BOT Agenda PacketWA BOT Agenda 11-02-20
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WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING AGENDA
1500 SOLANA BLVD, BUILDING 7, SUITE 7100, WESTLAKE, TX 76262
November 2, 2020 VIA VIRTUAL MEETING
5:00 p.m.
In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020,
the Board of Trustees of Westlake Academy will conduct this virtual meeting at 5:00 p.m. on Monday,
November 2, 2020 by video and telephonic conference in order to advance the public health goal of
limiting face-to-face meetings (also called "social distancing") to slow the spread of the Coronavirus
(COVID-19). There will be no public access to the physical location described above. A recording of
the telephonic meeting will be made and will be available to the public in accordance with the Open
Meetings Act. Instructions for public participation in the meeting by video conference and telephonic
conference are as follows:
By Video: By Telephone:
http://bit.ly/wabot110220 Local: (346) 248-7799
Webinar ID: 871 0560 5357 Webinar ID: 871 0560 5357
Passcode: 846259 Passcode: 846259
Vision Statement
Westlake Academy inspires college bound students to achieve their highest individual potential in a nurturing
environment that fosters the traits found in the IB Learner Profile: Inquirers, Knowledgeable, Thinkers,
Communicators, Principled, Open-Minded, Caring, Risk-takers, Balanced and Reflective
Regular Session
1. CALL TO ORDER
2. CITIZEN COMMENTS: This is an opportunity for citizens to address the Board on any
matter whether or not it is posted on the agenda.
For those joining by videoconference: Any person desiring to make a public comment
using a Windows computer must first press the “Raise Hand” button on the screen.
Alternatively, the Alt+Y keyboard shortcut may be used to raise or lower their hand. Any
person desiring to make a public comment using a Mac computer must first press the “Raise
Hand” button on the screen. Alternatively, the Option+Y keyboard shortcut may be used
to raise or lower their hand.
For those joining by teleconference: Any person desiring to make a public comment
must first press star-nine (*9) on their telephone keypad to “Raise their hand” to speak.
Persons joining the meeting by teleconference may mute and unmute their phones by
pressing star-6 (*6).
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Citizens will be placed in a queue based on the order the hands were raised. The presiding
officer will recognize callers based on the order of the queue, where they will be asked to
state their name and address. Individual citizen comments are normally limited to three (3)
minutes; however, time limits can be adjusted by the presiding officer. The presiding officer
may ask the citizen to hold their comment on an agenda item if the item is posted as a
Public Hearing. The Board cannot by law take action nor have any discussion or
deliberations on any presentation made to the Board at this time concerning an item not
listed on the agenda. The Board will receive the information, ask staff to review the matter,
or an item may be noticed on a future agenda for deliberation or action.
3. ITEMS OF COMMUNITY INTEREST: President and Trustee Reports on Items of
Community Interest pursuant to Texas Government Code Section 551.041: The Board of
Trustees may report on the following items: (1) expression of thanks, congratulations or
condolences; (2) information about holiday schedules; (3) recognition of individuals; (4)
reminders about upcoming Board of Trustee events; (5) information about community
events; and (6) announcements involving imminent threat to public health and safety.
4. CONSENT AGENDA: All items listed below are considered routine by the Board of Trustees
and will be enacted with one motion. There will be no separate discussion of items unless
a Board member or citizen so requests, in which event the item will be removed from the
general order of business and considered in its normal sequence.
a. Consider approval of the minutes from the meeting on August 3, 2020.
b. Consider approval of the minutes from the meeting on August 24, 2020.
c. Consider approval of Resolution 20-14, adopting the 2021-2022 Academic Calendar.
5. PRESENTATION AND RECOGNITION OF WESTLAKE ACADEMY’S 2020 AP
SCHOLARS.
6. DISCUSSION REGARDING THE BACK-TO-SCHOOL PLAN FOR THE 2020-2021
ACADEMIC YEAR, INCLUDING UPDATES REGARDING VIRTUAL AND ON-CAMPUS
STUDENT INSTRUCTION.
7. FUTURE AGENDA ITEMS: Any Board member may request at a workshop and/or Board
meeting, under “Future Agenda Item Requests”, an agenda item for a future Board meeting.
The Board Member making the request will contact the Superintendent with the requested
item and the Superintendent will list it on the agenda. At the meeting, the requesting Board
Member will explain the item, the need for Board discussion of the item, the item’s
relationship to the Board’s strategic priorities, and the amount of estimated staff time
necessary to prepare for Board discussion. If the requesting Board Member receives a
second, the Superintendent will place the item on the Board agenda calendar allowing for
adequate time for staff preparation on the agenda item.
8. BOARD RECAP / STAFF DIRECTION
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9. ADJOURNMENT
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT
CODE.
CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 1500 Solana
Blvd., Building 7, Suite 7100, Westlake, TX 76262, on October 30, 2020, by 5:00 p.m. under the
Open Meetings Act, Chapter 551 of the Texas Government Code.
_____________________________________
Todd Wood, Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs or
translation services, please advise the Town Secretary 48 hours in advance at 817-490-5711 and
reasonable accommodations will be made to assist you.
CITIZEN COMMENTS: This is an opportunity for citizens to address the Board
on any matter whether or not it is posted on the agenda.
For those joining by videoconference: Any person desiring to make a public
comment using a Windows computer must first press the “Raise Hand” button
on the screen. Alternatively, the Alt+Y keyboard shortcut may be used to raise
or lower their hand. Any person desiring to make a public comment using a
Mac computer must first press the “Raise Hand” button on the screen.
Alternatively, the Option+Y keyboard shortcut may be used to raise or lower
their hand.
For those joining by teleconference: Any person desiring to make a public
comment must first press star-nine (*9) on their telephone keypad to “Raise
their hand” to speak. Persons joining the meeting by teleconference may mute
and unmute their phones by pressing star-6 (*6).
Citizens will be placed in a queue based on the order the hands were raised.
The presiding officer will recognize callers based on the order of the queue,
where they will be asked to state their name and address. Individual citizen
comments are normally limited to three (3) minutes; however, time limits can
be adjusted by the presiding officer. The presiding officer may ask the citizen to
hold their comment on an agenda item if the item is posted as a Public Hearing.
The Board cannot by law take action nor have any discussion or deliberations on
any presentation made to the Board at this time concerning an item not listed
on the agenda. The Board will receive the information, ask staff to review the
matter, or an item may be noticed on a future agenda for deliberation or action.
Board of
Trustees
Item # 2 – Citizen
Comments
ITEMS OF COMMUNITY INTEREST: Mayor/Board President
and Council/Board of Trustees Reports on Items of Community
Interest pursuant to Texas Government Code Section
551.0415 the Town Council/Board may report on the following
items: (1) expression of thanks, congratulations or
condolences; (2) information about holiday schedules; (3)
recognition of individuals; (4) reminders about upcoming Town
Council events; (5) information about community events; and
(6) announcements involving imminent threat to public health
and safety.
Additional Items
• New WA Website
• Substitute teachers needed
• Blood Drive
Calendar of Meetings/Events:
Board of Trustees Meeting
Monday, November 2, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - via Teleconferencing
Election Day
Tuesday, November 3, 2020
Planning & Zoning Meeting
Monday, November 9, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - via Teleconferencing
Westlake Academy CLOSED for Thanksgiving Break
Monday, November 23rd through Friday, November 27th
Westlake Municipal Offices CLOSED for Thanksgiving Holiday
Thursday and Friday, November 26 & 27, 2020
Holiday impacts to your trash and recycling schedule will be displayed at least a week before each
major holiday. Please call Republic Services Customer Response Team at 602-237-2078 with any
additional questions you may have about your holiday schedule.
Town Council Meeting
Monday, November 30, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - via Teleconferencing
Town Council Work Session/Meeting
Monday, December 14, 2020; 5:00 pm*
Westlake Town Hall, Solana Terrace-Bldg.7, Suite 7100 - via Teleconferencing
Westlake Academy Final Exams
Tuesday, December 15th through Friday, December 18th
Board of
Trustees
Item # 3 – Items of
Community Interest
Westlake Academy CLOSED for Winter Break
Monday, December 21st through Monday, January 4th, 2021
Westlake Municipal Offices CLOSED for Christmas Holiday
Thursday and Friday, December 23 & 25, 2020
Holiday impacts to your trash and recycling schedule will be displayed at least a week before each
major holiday. Please call Republic Services Customer Response Team at 602-237-2078 with any
additional questions you may have about your holiday schedule.
*Reminder: Agendas for all municipal/academic meetings are posted a minimum of 72 hours before the meeting begins and can be found
on our Town’s website under the tab “Government/Agendas & Minutes.”
**For meeting agendas and details on WA calendar events or Municipal calendar events, please visit the Westlake Academy website or the Town of
Westlake website for further assistance.
CONSENT AGENDA: All items listed below are considered routine by the Board of
Trustees and will be enacted with one motion. There will be no separate discussion of
items unless a Board member or citizen so requests, in which event the item will be
removed from the general order of business and considered in its normal sequence.
a. Consider approval of the minutes from the meeting on August 3, 2020.
b. Consider approval of the minutes from the meeting on August 24, 2020.
c. Consider approval of Resolution 20-14, adopting the 2021-2022 Academic
Calendar.
Board of
Trustees
Item # 4 – Consent
Agenda
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MINUTES OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES MEETING
August 3, 2020
In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020,
the Board of Trustees of Westlake Academy conducted a virtual meeting at 5:00 p.m. on Tuesday,
August 3, 2020 by video and telephonic conference in order to advance the public health goal of
limiting face-to-face meetings (also called "social distancing") to slow the spread of the Coronavirus
(COVID-19). There was no public access to the physical location described above. A recording of the
telephonic meeting was made and is available to the public.
PRESENT: President Laura Wheat and Trustees: Carol Langdon, Greg Goble, Rick Rennhack,
Alesa Belvedere, Rick Rennhack and Rajiv Trivedi.
ABSENT:
OTHERS PRESENT: Superintendent Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, School
Attorney Janet Bubert, Executive Director Dr. Mechelle Bryson,
Town Secretary Todd Wood, Director of Information Technology
Jason Power, Director of Finance Debbie Piper, Director of Facilities
& Public Works Troy Meyer, Director of Communications Ginger
Awtry, Westlake Academy Foundation Executive Director Dr. Shelly
Myers, Athletic Director Alan Burt, College Counselor Carl Tippen,
Primary Counselor Lakshmi Morgan, Primary Counselor
Communications Manager John Sasser, Business Manager Marlene
Rutledge, Budget & Financial Analyst Kelsey Wong, PYP Principal
Rod Harding, Assistant PYP Principal Beckie Paquin, PYP
Coordinator Alison Schneider, MYP Principal Kaylene Rudd,
Assistant MYP Principal Maxwell Ituah, MYP Coordinator Terri
Watson, DP Principal Dr. James Owen, Registrar Kimberly Gardner,
MYP Teacher Ray Cheatham, PYP Teacher Harmony Lokash, and
MYP Teacher Sarah Stack.
Regular Session
1. CALL TO ORDER
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President Wheat called the Regular Session to order at 5:05 p.m.
Superintendent Amanda DeGan recommended to President Wheat that item 5c be discussed
first.
2. CITIZEN COMMENTS
President Wheat provided a brief summary of instructions to the public for citizen comments.
She requested that if anyone wishing to speak on Item 5c to please wait until after this item
has been discussed by the Board, and an opportunity to speak would be provided at that
time.
No one addressed the Board of Trustees on items unrelated to 5c on the agenda.
3. ITEMS OF COMMUNITY INTEREST
Communications Manager John Sasser provided an update on the following items:
Meetings and Events: The Town Council Special Meeting scheduled for August 5th has
been cancelled. The Town Council will conduct its regularly scheduled on August 24th.
The Planning & Zoning meeting scheduled for August 10th has also been cancelled and is
scheduled to meet on September 14th.
Westlake Academy: The first day of school via remote learning is tentatively scheduled
for August 24th.
Office closure: Westlake Academy and Westlake Town Hall will be closed on Monday,
September 7th in observance of Labor Day. Waste and recycling pickup will not be affected.
Census: A door-to-door census campaign began on August 1st, which has experienced
delays due to COVID-19. Currently, approximately 71% of Westlake residents have
completed their census forms.
Coffee and Conversation with the Mayor: This event is tentatively scheduled for
September 14, 2020. This is normally scheduled for the first Monday of each month and
has been pushed back due to the Labor Day holiday.
New Employees: Mr. Sasser stated that Westlake Academy has three employees who are
in new prominent positions for this year, and asked Dr. Mechelle Bryson to introduce these
employees to the Board. The first is a current employee, Dr. James Owen, who has been
selected for the role of DP Principal. Ms. Kaylene Rudd and Mr. Maxwell Ituah are new
employees and will assume the roles of MYP Principal and Assistant MYP Principal,
respectively. President Wheat congratulated the three employees in their new roles; stating
that she has heard great things about each of them and said that she and the Board are
looking forward to working together with this team as Westlake Academy continues to move
forward.
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4. CONSENT AGENDA: All items listed below are considered routine by the Board of
Trustees and will be enacted with one motion. There will be no separate discussion of items
unless a Board Member or citizen so requests, in which event the item will be removed from
the general order of business and considered in its normal sequence.
a. Consider approval of Resolution 20-08, Authorizing the Superintendent to execute a
Contract with the Education Service Center Region 11 for various Business and Student
Support Services for the operations of Westlake Academy.
MOTION: Trustee Trivedi made a motion to approve the consent agenda.
Trustee Langdon seconded the motion. The motion carried by a
vote of 5-0.
5. DISCUSSION ITEMS:
President Wheat stated that Item 5c would be discussed first.
a. Presentation and discussion of the 2020-2021 Academic Calendar.
b. Presentation and discussion concerning the 2020 Westlake Academy (WA) student
performance on International Baccalaureate (IB) and Advanced Placement (AP)
assessments.
c. Discussion Regarding the Back to School Plan for the 2020-2021 Academic School Year.
Discussion Regarding the Back to School Plan for the 2020-2021 Academic
School Year: Superintendent Amanda DeGan presented this item. She stated that
staff has spent a considerable amount of time in preparing this plan and staff has worked
on developing a draft Back to School Plan for many months. She noted that the Board
discussion would center around the health, safety and academic components. Mrs.
DeGan said that two areas have generated a majority of the questions that have been
received, and staff intends to provide as much information as possible during this
meeting. She began by showing a timeline from June and July that illustrated how the
Governor’s executive orders, CDC recommendations, TEA guidelines, and County orders
have frequently altered plan preparations for returning to school. She then stated that
she has monitored the flow of information released from other Independent School
Districts, and each have been somewhat controversial. She added that regardless of
the plan or options that are presented for Westlake Academy, there will be stakeholders
who are not in full agreement.
Mrs. Degan stated that four committees have been created:
• The Food Services, Extra Curricular Activities and Sports committee
chaired by Alan Burt and Maru Busico-Flight.
• The Operations committee chaired by Becki Paquin and Carl Tippen.
• The Academic committee chaired by James Owen, Alison Schneider and
Terri Watson.
• The Health and Safety committee chaired by Rod Harding and Troy
Meyer.
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These committees have met with the Senior Leadership Team throughout the summer
and have taken into consideration the ever-changing recommendations for school re-
openings coming from state leaders and public health officials. The team has sent
surveys to staff members and parents to solicit feedback in assisting planning efforts.
Additional information and guidance have been received by district superintendents, TEA
Commissioner Mike Morath, Tarrant and Denton County Judges and local public health
officials. Mrs. DeGan stated that Westlake would love nothing more than to start school
this fall just as last year; however, everything must be balanced with public health and
safety. She explained that decisions would be made in the near future at the
Superintendent level, which includes utilizing the four-week “slow start” option by TEA,
the requirement for staff and students to wear face masks, and review of the hybrid
learning option at each grading quarter. She then explained that certain decisions would
be required by the Board of Trustees in the near future, which included approval for the
Superintendent to submit an attestation indicating that Westlake Academy would offer
synchronous learning, and approving any extensions for remote learning, if needed.
Currently, the first day of instruction would be on August 24th, with students returning
to the campus on September 21st. This period of time would allow for proper
procurement of personal protective equipment (PPE) and implementation of protocols
to ensure the health and safety of staff and students.
Dr. Bryson explained that the required commitment form would be sent to parents on
August 5th. This form would allow parents to make a choice between in-person
instruction or remote learning during the first quarter following the return to campus on
September 21st. These responses would paint a clearer picture of the upcoming school
year and allow staff to plan accordingly.
Mrs. DeGan then provided information regarding parental and public notices that are
based on the latest TEA guidance, noting that the Back-to-School Plan must be posted
no later than one week prior to the start of school. Additionally, Carl Tippen has been
designated as the central point of contact to respond to any concerns regarding COVID-
19 matters. Mrs. DeGan then provided the following details regarding student
attendance requirements for the upcoming year:
• Students must attend 90% of school days to receive credit for a course or
for promotion.
• Attendance may be earned through remote learning.
• Students may select remote learning and then change to on-campus
instruction.
• Westlake Academy must offer the option of on-campus learning, subject to
school closures and other exceptions as outlined by TEA.
• A period of up to four (4) weeks may be used for a “slow start” transition
period prior to beginning on-campus instruction.
• Westlake Academy may also implement the “less than daily” on-campus
instruction method (hybrid option) for G9-12 students.
Information was then provided regarding practices to prevent the virus from entering
Westlake Academy. According to TEA guidelines, all staff are required to self-screen for
COVID-19, and all visitors must also be screened. Westlake Academy may screen
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students (and parents, in some instances) for COVID-19 while on campus. Additionally,
parents must not send students back to campus if they exhibit symptoms or have been
confirmed to have the virus. Parents may elect to utilize remote learning if students
have had close contact with someone who is lab-confirmed as positive with the virus
until the 14-day incubation period has passed.
For confirmed COVID-19 cases, individuals must not return to campus for at least ten
(10) days, at least 24 hours have passed since recovery without use of fever-reducing
medications, and there have been an improvement in symptoms. Individuals who have
COVID-19 symptoms and have not been tested or evaluated will be assumed as positive
and must also meet the same three (3) criteria before returning to campus. Mrs. DeGan
then identified health and hygiene practices, including the steps outlined from TEA for
identifying possible COVID-19 cases on campus, and the required actions that would be
taken if there is a lab-confirmed case of an individual who has been on campus.
Mrs. DeGan then provided information regarding masks and noted that this is a
contentious issue based on feedback that has been received. Use of masks in schools
must comply with the Governor’s Executive Orders. Westlake Academy’s Back-to-School
Plan includes the following requirements for masks and face coverings:
• Masks may be non-medical grade disposable or made of cloth that covers the
nose and mouth.
• Full-face shields may be used in place of masks if it is not feasible or whenever
the educational content may benefit from the use of a shield.
• Schools may require the use of masks or face shields for adults or students
for whom it is developmentally appropriate.
• Schools must require face masks or face shields when entering or exiting
sports facilities or practice areas.
• Westlake Academy is requiring the use of masks and/or face shields for every
person on campus. No neck buffs or gaiters are permitted, and any mask or
shield containing slogans or inappropriate photos, etc. is not permitted.
Exceptions may be made for documented special needs or medical
exemptions.
Additional information was provided regarding student-teacher groupings, use of non-
classroom spaces, and buses. This included the spacing of desks, limiting large
gatherings, adding plexiglass dividers where feasible, and guidelines for maintaining
sanitary environments.
Regarding academics, Mrs. DeGan explained that this portion of the plan was developed
through collaboration with teachers, programme coordinators, and other staff. The plan
involves synchronous and asynchronous learning, and grades would be issued in the
fall semester rather than the pass/fail approach. PYP Principal Rod Harding, MYP
Principal Kaylene Rudd, and DP Principal Dr. James Owen provided comments as to
“what learning will look like” within each of the academic programmes.
President Wheat provided a brief summary of instructions to the public for citizen
comments regarding Item 5c. Dr. Joseph Amos addressed the Board regarding the
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parent surveys that have been sent out. He inquired as to whether the responses were
informed opinions based on the plans that have been made, or if they were expressive
of parents simply wanting their children back in school. Mrs. DeGan responded that
the first survey sent in June did not have information regarding plans moving forward,
as the purpose was to obtain feedback of how things were handled in the spring and
what the current comfort level was to send students back to school in the fall. The
second survey that was sent in July asked what grade students were in, and whether
parents had a preference for on-campus learning, remote learning or a hybrid option.
This survey did not contain any Back-to-School Plan information, as information from
TEA had not yet been released. Mrs. DeGan stated that the responses between the
two surveys were fairly consistent. Dr. Amos replied that it would be difficult for him to
make a decision at this time without knowing what the options looked like, although
he felt that everyone would agree that they wanted their child to be able to return to
school.
Dr. Anna White then addressed the Board, expressing appreciation for the work that
has been done. She stated that every day that schools are closed, the choices of
students and families are taken away. She felt that with the use of personal protective
equipment, schools could safely re-open, and that remote learning would not be as
effective as in-person learning, regardless of how hard we try. She then expressed
concerns about the emotional well-being of students during school closures and the
inability for many students to receive the services that are needed. She noted that it
was extremely important to re-open Westlake Academy as soon as possible and to
remain open, as we cannot rely on the effectiveness of virtual learning as a mainstay.
She felt it was very important to make everyone feel comfortable about safety and the
reasonable measures that are being put in place to mitigate risk. Finally, she stated
that emphasis should be placed on wearing masks, proper ventilation, and contact
tracing.
Chris Jeppesen then addressed the Board. He also expressed appreciation for all of
the work that has been done. He asked DP Principal Dr. James Owen if there was
confidence in the virtual component of the hybrid learning option, as the IB curriculum
is so rigorous and reduced class times may not allow enough time for student success.
Dr. Owen responded that when TEA announced that a hybrid option was permissible,
he first reached out to the DP teachers for their feedback. Next, he mapped out what
the program would look like with 50% in-person instruction combined with 50% virtual
learning. He then reflected on whether he could successfully prepare his students using
this model. After considerable thought, he determined that he could. During a typical
85-minute class, approximately half of the time would be for lecture and discussion,
and the other half would be dedicated to looking at sources and writing. When
developing the hybrid approach, Dr. Owen indicated that lectures and discussions
would occur during in-person instruction, and students would be able to dedicate their
time at home for reading, researching and writing. Formative assessments would also
be a key component, and data would be continuously received and analyzed to ensure
that students are progressing effectively.
President Wheat then recessed the meeting for a brief break at 8:45 p.m.
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President Wheat resumed the meeting 8:56 p.m.
Presentation and discussion of the 2020-2021 Academic Calendar: Executive
Director Dr. Mechelle Bryson presented this item. She stated that the following changes
had been to the 2020-2021 Academic Calendar:
• The first day of school has been changed from August 19th to August 24th. This
would provide three (3) additional days for staff development.
• The school day would be lengthened by five (5) minutes per day to meet TEA’s
requirements for annual instruction time and would add 3.5 additional days as a
buffer that may be used throughout the year.
• Parent-teacher conferences will be suspended for the 2020-2021 school year and
will be used for additional staff professional development days.
Presentation and discussion concerning the 2020 Westlake Academy (WA)
student performance on International Baccalaureate (IB) and Advanced
Placement (AP) assessments: DP Principal Dr. James Owen presented this item.
He began with the International Baccalaureate (IB) data and stated that Westlake
Academy had a record number of IB Diploma candidates. Due to the COVID-19
pandemic, IB exams were cancelled in May 2020. Schools were required to submit all
IB candidate coursework for evaluation prior to being awarded the diploma. Of the 74
seniors at Westlake Academy, 67 were awarded the diploma for a success rate of 90.5%.
Dr. Owen stated that one focus for this school year was to provide targeted support and
resources for DP teachers for both in-person and remote learning, and to develop
assessment-capable learners. Historical data will continue to be used to determine
specific action plans for areas that could be improved.
Dr. Owen then presented the results of the AP assessments. These exams were done
online this year due to the pandemic. Of the 187 AP students at Westlake Academy,
65% scored 3 or above on the exam. These results produced 58 total AP Scholars, and
two (2) students were designated as National AP Scholars. Dr. Owen stated that one
focus for this school year was to provide targeted support and resources for teachers
and students to ensure successful preparation for AP exams during both in-person and
remote learning. Targeted AP preparation for students is planned for April 2021.
6. CONDUCT A PUBLIC HEARING AND CONSIDERATION OF RESOLUTION 20-
09, APPROVING THE AMENDED YEAR-END BUDGET FOR WESTLAKE ACADEMY
FOR THE FISCAL YEAR ENDING AUGUST 31, 2020 AND ADOPTING THE
PROPOSED BUDGET FOR THE FISCAL YEAR ENDING AUGUST 31, 2021.
Superintendent Amanda DeGan presented this item, noting that very few changes have
occurred since it was presented on July 21st. One change pertained to a revenue reduction
resulting from our inability to sell back the school’s iPads based on the configuration of the
current lease. Total revenues are reduced by $183k, primarily due to the municipal transfer
of $219k being discontinued. Expenditures have been reduced by approximately $36k, and
the total number of operating days have been reduced from 60 to 57.
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President Wheat opened the Public Hearing at 9:34 p.m.
No one addressed the Board of Trustees.
President Wheat closed the Public Hearing at 9:35 p.m.
MOTION: Trustee Goble made a motion to approve Resolution 20-09. Trustee
Rennhack seconded the motion. The motion carried by a vote of 5-0.
7. BOARD RECAP / STAFF DIRECTION
a) Provide the Board with a report on the social and emotional health protocols that are
being implemented at the Academy.
b) Provide an update to the Board with possible protocols that could be implemented for
the use of masks for younger students with certain medical conditions.
c) Provide an update to the Board regarding possible flexibilities within the PYP school
schedule, surveying parents and providing feedback.
d) Provide an update to the Board on the TEA guidance for families with two working
parents.
e) Provide the Board with the number of students leaving Westlake Academy to attend a
private school.
8. FUTURE AGENDA ITEMS
None.
9. ADJOURNMENT
There being no further business before the Board of Trustees, President Wheat asked for
a motion to adjourn the meeting.
MOTION: Trustee Trivedi made a motion to adjourn the meeting. Trustee
Langdon seconded the motion. The motion carried by a vote of 5-0.
President Wheat adjourned the meeting at 9:37 p.m.
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT
CODE.
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APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 26, 2020.
ATTEST: _____________________________
Laura Wheat, President
__________________________
Todd Wood, Town Secretary
BOT Minutes – 8/24/20
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MINUTES OF THEWESTLAKE ACADEMY BOARD OF TRUSTEES MEETING
August 24, 2020
In accordance with Order of the Office of the Governor issued March 16, 2020 and March 19, 2020,
the Board of Trustees of Westlake Academy conducted a virtual meeting at 5:00 p.m. on Monday,
August 24, 2020 by video and telephone conference in order to advance the public health goal of
limiting face-to-face meetings (also called "social distancing") to slow the spread of the Coronavirus
(COVID-19). There was no public access to the physical location described above. A recording of the
telephonic meeting was made and is available to the public.
PRESENT: President Laura Wheat and Trustees: Carol Langdon, Greg Goble, Alesa
Belvedere, and Rajiv Trivedi.
ABSENT: Rick Rennhack.
OTHERS PRESENT: Superintendent Amanda DeGan, Deputy Town Manager Noah
Simon, Assistant Town Manager Jarrod Greenwood, School
Attorney Janet Bubert, Town Attorney Stan Lowry, Executive
Director Dr. Mechelle Bryson, Town Secretary Todd Wood, Director
of Information Technology Jason Power, Director of Finance Debbie
Piper, Director of Facilities & Public Works Troy Meyer, Director of
Communications Ginger Awtry, Athletic Director Alan Burt,
Communications Manager John Sasser, Building Official Pat Cooke,
Business Manager Marlene Rutledge, Budget & Financial Analyst
Kelsey Wong, PYP Principal Rod Harding, and Registrar Kimberly
Gardner.
Regular Session
1. CALL TO ORDER
President Wheat called the Regular Session to order at 5:05 p.m.
2. CITIZEN COMMENTS
President Wheat provided a brief summary of instructions to the public for citizen comments.
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No one addressed the Board of Trustees.
3. CONSENT AGENDA: All items listed below are considered routine by the Board of
Trustees and will be enacted with one motion. There will be no separate discussion of items
unless a Board Member or citizen so requests, in which event the item will be removed from
the general order of business and considered in its normal sequence.
a. Consider approval of the minutes from the meeting on June 8, 2020.
b. Consider approval of Resolution 20-10, Awarding the bid for property/casualty
insurance products and services to Box Insurance Agency for FY 2020-2021, and
further authorize the Superintendent or designee to execute this agreement.
MOTION: Trustee Langdon made a motion to approve the consent agenda.
Trustee Goble seconded the motion. The motion carried by a vote
of 4-0.
4. DISCUSSION ITEMS:
a. Presentation and discussion of Resolution 20-11 to: (1) ratify the attestations
concerning our ability to meet TEA’s threshold requirements for remote synchronous
instruction to Academy Students in grades 3-12; and (2) approve a plan for remote
asynchronous instruction for grades K-2 and for any other grades/courses for which the
Academy cannot meet the threshold requirements for synchronous instruction to ensure
funding.
Superintendent Amanda DeGan presented this item. She stated that as a part of the
Back-to-School Plan, additional requirements and deadlines have been recently issued
from the Texas Education Agency (TEA) regarding remote synchronous and
asynchronous instruction. She explained that synchronous instruction is live instruction,
whereas asynchronous instruction is not with a live instructor and assignments may be
accessed and completed independently. Mrs. DeGan indicated that Dr. Bryson has
completed the attestation for synchronous instruction that will need to be ratified by the
Board of Trustees and submitted to TEA by September 7th.
Mrs. DeGan then explained the second component of this process, which involves
submittal of an asynchronous instruction plan. Prior to this submittal of this plan,
Westlake Academy is required to submit a letter of intent to provide asynchronous
instruction to TEA. She indicated that this letter of intent has been completed and
submitted. The asynchronous learning plan may be developed using a template
provided by TEA, and schools are given conditional approval at the beginning of the
school year prior to receiving formal approval. Mrs. DeGan stated that once this plan is
finished, staff would request that the Superintendent be given the authority to submit
the plan to TEA on behalf of the Board of Trustees.
Dr. Mechelle Bryson stated that the team would spend the next several weeks
developing the asynchronous learning plan using the TEA template along with existing
plans that were developed over the summer. This plan would be submitted by October
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1st.
MOTION: Trustee Langdon made a motion to approve Resolution 20-11.
Trustee Belvedere seconded the motion. The motion carried by a
vote of 4-0.
5. FUTURE AGENDA ITEMS
None.
6. BOARD RECAP / STAFF DIRECTION
None.
7. ADJOURNMENT
There being no further business before the Board of Trustees, President Wheat asked for
a motion to adjourn the meeting.
MOTION: Trustee Goble made a motion to adjourn the meeting. Trustee Trivedi
seconded the motion. The motion carried by a vote of 4-0.
President Wheat adjourned the meeting at 5:11 p.m.
ANY ITEM ON THIS POSTED AGENDA COULD BE DISCUSSED IN EXECUTIVE SESSION
AS LONG AS IT IS WITHIN ONE OF THE PERMITTED CATEGORIES UNDER SECTIONS
551.071 THROUGH 551.076 AND SECTION 551.087 OF THE TEXAS GOVERNMENT
CODE.
APPROVED BY THE BOARD OF TRUSTEES ON OCTOBER 26, 2020.
ATTEST: _____________________________
Laura Wheat, President
__________________________
Todd Wood, Town Secretary
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Consent
Westlake Board Meeting
Monday, November 02, 2020
TOPIC: Consider approval of a resolution adopting the 2021-2022 Academic
Calendar.
STAFF CONTACT: Dr. Mechelle Bryson, Executive Director and Ms. Martha McKinney,
Communication Specialist
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Academic Excellence Academic
Operations PYP / MYP / DP
Improve the
Efficiences of
Operational Systems
Strategic Initiative
Time Line - Start Date: August 9, 2021 Completion Date: June 1, 2022
Funding Amount: NA Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Each year the Academy prepares an Academic calendar for the upcoming school year. The
following process is suggested by the Texas Education Agency:
• Establish 2020-2021 Calendar Committee;
• Identify Key District Constraints and Variables;
• Draft Sample Calendars;
• Identify Potential Impact for each Sample Calendar;
• Obtain Staff Input;
• Hold Committee Vote to Finalize Calendar Recommendation; and
• Seek Board Approval
The Academy has completed the prescribed planning process for the 2021-2022 Academic
Calendar. In doing so, an academic calendar committee was created consisting of staff members
from every programme. The committee reviewed the current calendar and created three potential
calendars that were examined by the Academy staff. In addition, the staff was given the
opportunity to ask questions during a faculty meeting and were then asked to vote for their favorite
calendar. Finally, the calendar was reviewed by principals for final consideration.
The proposed calendar adheres to all state requirements including the 75,600 minutes requirement
for student attendance and the 187-day contract requirement for staff.
RECOMMENDATION
Staff recommends approval of the resolution.
ATTACHMENTS
2021-2022 Academic Calendar – Exhibit “A”
WA Resolution 20-14
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WESTLAKE ACADEMY
RESOLUTION 20-14
A RESOLUTION OF THE WESTLAKE ACADEMY BOARD OF TRUSTEES
ADOPTING THE 2021-2022 ACADEMIC CALENDAR.
WHEREAS, Westlake Academy considers attendance essential to the academic
achievement of students; and,
WHEREAS, Westlake Academy is required to adhere to state policies regarding student
attendance while seeking to make decisions in the best interest of all stakeholders; and,
WHEREAS, Westlake Academy is required to create and publish academic calendars for
each school year; and,
WHEREAS, Westlake Academy Academic Calendar Committee researched and
developed a new academic calendar for the 2021-2022 school year; and,
WHEREAS, the Board of Trustees finds that the passage of this Resolution is in the best
interest of the citizens of Westlake as well as the students, their parents, and faculty of Westlake
Academy.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
WESTLAKE ACADEMY:
SECTION 1: That, all matters stated in the recitals hereinabove are found to be true and
correct and are incorporated herein by reference as if copied in their entirety.
SECTION 2: That, the Board of Trustees of Westlake Academy, hereby approves the
2021-2022 academic calendar attached to this resolution as Exhibit “A”.
SECTION 3: If any portion of this resolution shall, for any reason, be declared invalid
by any court of competent jurisdiction, such invalidity shall not affect the remaining provisions
hereof and the Council hereby determines that it would have adopted this Resolution without the
invalid provision.
SECTION 4: That this resolution shall become effective from and after its date of
passage.
WA Resolution 20-14
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PASSED AND APPROVED ON THIS 2nd DAY OF NOVEMBER 2020.
___________________________________
Laura Wheat, President
ATTEST:
________________________________ ___________________________________
Todd Wood, Board Secretary Amanda DeGan, Superintendent
APPROVED AS TO FORM:
________________________________
Janet S. Bubert or L. Stanton Lowry,
School Attorney
BOT Version of Proposed 21-22 Academic Calendar
Yearly Calendar
Westlake Academy Sem. 1 Sem. 2 Total
Academic Calendar 2021-2022 77 92 169
A Days B Days
August 2021 September 2021 October 2021 Date Event
S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa Aug 9-10 New Teacher Orientation
1 2 3 4 5 6 7 1 2 3 4 1 2 11-18 All teachers and staff report to school 6 additional days - teachers
8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 16 Primary BTSN
15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 17 Secondary BTSN
22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 19 First day of school
29 30 31 26 27 28 29 30 24 25 26 27 28 29 30
9 21 31 19 Sept. 6 Labor Day Holiday
November 2021 December 2021 January 2022 Oct. 8 Professional Dev/Student Holiday 1 additional day - teachers
S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 11 Student and Staff Holiday
1 2 3 4 5 6 1 2 3 4 1
7 8 9 10 11
12 13 5 6 7 8 9
10 11 2 3 4 5 6 7 8
14 15 16 17 18
19 20 12 13 14 15 16
17 18 9 10 11 12 13 14 15 Nov. 1 Professional Dev. Day/Student Holiday 1 additional day - teachers
21 22 23 24 25 26 27 19 20 21 22 23 24 25 16 17 18 19 20 21 22 19 Early Release Day
28 29 30 26 27 28 29 30 31 23 24 25 26 27 28 29 22-26 Thanksgiving Holiday
15.5 12.5 30 31 18.0
Dec 17 Last day of school before holidays - early release
February 2022 March 2022 April 2022 20-31 Holiday
S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa
1 2 3 4 5 1 2 3 4 5 1 2 Jan 4 Professional Dev.1 additional day - teachers
6 7 8 9 10 11 12 6 7 8 9 10 11 12 3 4 5 6 7 8 9 Jan 5 First day of semester 2
13 14 15 16 17 18 19 13 14 15 16 17 18 19 10 11 12 13 14 15 16 17 School Holiday
20 21 22 23 24 25 26 20 21 22 23 24 25 26 17 18 19 20 21 22 23
27 28 27 28 29 30 31 24 25 26 27 28 29 30 Feb 18 Prof. Dev/Student Holiday 1 additional day - teachers
18 17 20 21 School Holiday
March 14-18 Spring Break 1 additional day - treachers
31 Professional Dev Day/Student Holiday
May 2022 June 2022 July 2022
S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa Apr. 1 School Holiday
1 2 3 4 5 6 7 1 2 3 4 1 2
8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 May 26 Last day of school 3 additional days - teachers
15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 27 Teacher Work Day
22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 28 Graduation
29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 30 Memorial Day Holiday
19.0 31 31 Teacher Work Day
Jun 1 Teacher Work Day 1 additional day
First / Last Day of School 15 days - teachers
0 Early Release Days Parent/Student Conferences - All Day-TBD 3 flex days
Holiday NO SCHOOL Semester Exams / PYP Assessments 18 total extra days
Professional Day/Student Holiday Senior Commencement
Teacher Work Days
Resolution 20-14
Exhibit "A"
PRESENTATION AND RECOGNITION OF WESTLAKE ACADEMY’S 2020
AP SCHOLARS.
Board of
Trustees
Item # 5 – Presentation &
Recognition Items
estlake Academy Board of Trustees
TYPE OF ACTION
Regular Meeting - Action Item
Westlake Board Meeting
Monday, November 02, 2020
TOPIC: Presentation and recognition of Westlake Academy’s 2020 AP Scholars.
STAFF CONTACT: Dr. Mechelle Bryson, Dr. James Owen, Mr. Carl Tippen, and Ms. Lisa
Phillips
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Academic Excellence Academic
Operations MYP / DP
Increase the Future
Readiness of All
Students
Strategic Initiative
Time Line - Start Date: August 8, 2019 Completion Date: June 1, 2020
Funding Amount: NA Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
This presentation will recognize the 2020 AP scholars. AP Scholars are awarded levels of
distinction based upon the following:
• AP Scholar = score of 3 or higher on 3 or more exams
• AP Scholar with Honors = average score of 3.25 on all AP exams and scores of 3 or higher
on 4 or more exams
• AP Scholar with Distinction = an average score of 3.5 on all AP exams AND scores of 3
or higher on 5 or more of these exams
• National AP Scholar = receive at least a 4 on all AP exams taken AND scores of 4 or higher
on 8 or more
These results are impressive. It is indicative of the increased number of AP courses and AP aligned
courses that are offered at the Academy.
We are proud to honor our AP scholars with an AP Scholar video.
RECOMMENDATION
Staff Recommends approval of the resolution.
ATTACHMENTS
None
DISCUSSION REGARDING THE BACK-TO-SCHOOL PLAN FOR THE 2020-
2021 ACADEMIC YEAR, INCLUDING UPDATES REGARDING VIRTUAL AND
ON-CAMPUS STUDENT INSTRUCTION.
Board of
Trustees
Item # 6 – Presentation &
Discussion Items
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estlake Academy Board of Trustees
TYPE OF ACTION
Workshop - Discussion Item
Westlake Board Meeting
Monday, November 02, 2020
TOPIC: Discussion regarding the Back-to-School Plan for the 2020-2021 academic year,
including updates regarding virtual and on-campus student instruction.
STAFF CONTACT: Amanda DeGan, Superintendent
Dr. Mechelle Bryson, Executive Director
Strategic Alignment
Vision, Value, Mission Perspective Curriculum Outcome
Objective
Mission: Westlake
Academy is an IB World
School whose mission is to
provide students with an
internationally minded
education of the highest
quality, so they are well-
balanced life-long
learners.
Academic
Operations PYP / MYP / DP Optimize Student
Potential
Timeline - Start Date: November 2, 2020 Completion Date: June 1, 2021
Funding Amount: N/A Status - N/A Source - N/A
EXECUTIVE SUMMARY (INCLUDING APPLICABLE ORGANIZATIONAL HISTORY)
Staff will discuss the COVID-19 response and our Back-to-School Plan for the 2020-2021
academic year, including updates regarding virtual and on-campus student instruction. We will
also be presenting an overview of the results we have received from the parent/staff/student survey
and a draft plan to return the upper grade students to campus for five-day-a-week learning.
RECOMMENDATION
Staff will be available to present updates and answer questions.
ATTACHMENTS
None
Any Board member may request at a workshop and / or Board meeting, under “Future
Agenda Item Requests”, an agenda item for a future Board meeting. The Board Member
making the request will contact the Superintendent with the requested item and the
Superintendent will list it on the agenda. At the meeting, the requesting Board Member
will explain the item, the need for Board discussion of the item, the item’s relationship to
the Board’s strategic priorities, and the amount of estimated staff time necessary to
prepare for Board discussion. If the requesting Board Member receives a second, the
Superintendent will place the item on the Board agenda calendar allowing for adequate
time for staff preparation on the agenda item.
Board of
Trustees
Item # 7 – Future Agenda
Items
Board of
Trustees
Item # 8 – Board Recap/
Staff Direction
Board of
Trustees
Item # 9 – Adjournment